Page Topics

The Clerk of Course
Relay Forms
Chief Finish Judges/Electronic Timing Operators
Administrative Desk Personnel
Suggested Administrative Equipment and Supplies
Final Results

The Clerk of Course: (CR18.7)

The Clerk of Course is responsible for much of the pre-meet paperwork at the meet, and is the custodian of the scratch box and relay forms (if any). The Clerk of Course should have a protected, but easily accessible work location on or next to the pool deck during the meet. The functions described in the following sections under Check-in, Seeding, and relay forms, are the responsibility of the Clerk of Course.


For all seeded events, BSF Rules require swimmers to check-in with the Clerk of Course at a specified minimum time before their event(s). This specified time varies from 10 minutes before the start of the session, to four heats before the swimmer's heat. The Clerk of Course should ask swimmers or coaches to initial or sign all of their check-ins and/or scratches. Coaches should notify scratches at least a half hour before the start of the session. BSF policy is to scratch any swimmer failing to report to the Clerk of Course within the specified minimum time before their event(s).

The Clerk of Course should provide sufficient chairs or benches to assemble the swimmers for procession to the blocks. The Meet Director should assign an amiable and accommodating person for this position. When using this procedure, the Meet Director should provide a means of communication (e.g..: headset radios, walkie-talkies, etc.) between the Check-In Area and the Referee so that the Clerk of Course notifies the Referee when the swimmers for each heat have reported.

Seeding: (CR9)

For computerized meets, the "Entries Committee" will have already produced a seeded heat sheet by meet day. The responsibility of the Clerk of Course at computerized meets is to report scratches and no-shows to the Referee and administrative desk personnel.

Relay Forms:

At those meets where they require relay forms, the coach should complete a form for each relay event (i.e.: event number, swimmer names, age group, sex, and the order in which they will swim). The coach then returns the form to the Referee, who notifies the Clerk of Course, the Timers and the administration desk. The Chief Timer should emphasize to the Timers that they are responsible for ensuring that the swimmers in their lanes are those listed on the relay form and that they are swimming in the order listed.

Chief Finish Judges/Electronic Timing Operators: (CR18.11)

All sanctioned swim meets must use electronic timing equipment. Using this type of system requires recruiting thoroughly trained and experienced operators well before the meet. The BSF recommends the recruiting of at least two persons per season. They must operate the equipment, hook it up properly and troubleshoot any problems. During the meet, it is the Chief Finish Judge's responsibility to report any malfunctions or missed touches to the Referee.

The Chief Finish Judge, under the Referee's direction, decides each swimmer's official time. This must be a knowledgeable, well-trained and experienced person familiar with both manual and electronic timing systems, finish judging and the rules regarding official times as contained in the BSF Technical Swimming Rules.

The Chief Finish Judge is responsible for comparing primary and secondary times (or watch times and finish judging when using a manual system), and to recognise those circumstances that he or she must bring to the Referee's attention (e.g..: when a touch pad did not register properly, when a Timer missed the strobe light and started his or her watch late, or when the heat results require a timing system adjustment). The Meet Director should station the Chief Finish Judge in the timing booth, on or near the pool deck. This allows immediate investigation of unusual situations by consulting with Timers, judges, and the Referee. Determination of official times can then be completed before sending the results to the computer and the scoreboard.

Administrative Desk Personnel: (CR18.10)

The club should recruit administrative desk personnel at the start of each season, before the meets start. The primary responsibility of the administrative personnel, which includes Recorders and Scorers, is to provide an accurate record of the official times, places and points for each swimmer in the meet.

Preferably, there should be at least two Recorders and additional runners or assistants to receive and record all times and disqualifications for each heat. The Recorders then compile an order of finish for each event, which they compare with the automatic timing tapes or time cards for confirmation. If these agree, the results are then to the awards table, the Announcer and the press attending the meet.

Suggested Administrative Equipment and Supplies

Copy Machine and Copy Paper
DQ Slips
Masking tape
Paper clips
Pencil sharpener
Pens, pencils and erasers
Rubber bands
1-Part Plain Computer paper for Timing System results printer
Scratch forms
Staplers and staples
Computer System
2 or 3 Printers
3-Part Tri-Colour Computer paper, or copy paper, for event results printer
Parallel switch box
BSF Rule Book
Time-only swims form
BSF Officiating Manuals for Timing Equipment and Computer Operators
BSF Meet Announcing Manual
Relay Forms


The basic recording procedure is as follows:

  • As the electronic timing equipment feeds each swimmer's official time directly into the computer, the Chief Recorder should check to ensure that all times match the printed results from the timing equipment or should note whether any computer times require adjustment by the Referee.
  • After completing all the heats in a given event, print the computer-generated event results in numerical order from the fastest to slowest times. DQ Slips and the timing system printouts or tapes for each heat are stapled at the back of the original or first computer printouts of the event results. Print the event results in triplicate.
  • BSF Rules award places in descending order. In case of a tie, BSF Rules award the same place to all swimmers involved and they eliminate the next place.
  • The meet software should note each swimmer's final place in the event results.
  • The Referee must resolve any recording or scoring problem or discrepancy.
  • The Meet Director should note event records on the appropriate record application form.
  • A notation of "no-shows" should be kept with each event and heat. In those meets where there is a prescribed penalty for "no-shows," the Referee should report them to the Computer Operator to carry out of any scratch rule penalty.
  • The Computer Operator should review all event results against the heat results before he or she files or sends the event results to the Awards Desk and the Announcer. The Meet Director must arrange for a runner to post each event's results at a central or high traffic area in the facility.

Scoring: (CR11.1.2)

The meet software must generate team and high point scores. The number of lanes determines points for each place in each event used during the meet. The BSF's scoring systems follow:

Five lanes -
Individual events: 6-4-3-2-1 points
Relay events: 12-8-6-4-2

Six lanes -
Individual events: 7-5-4-3-2-1
Relay events: 14-10-8-6-4-2

Eight lanes -
Individual events: 9-7-6-5-4-3-2-1
Relay events: 18-14-12-10-8-6-4-2

Final Results:

Published meet results are an accurate and complete record of the official times achieved by all swimmers at the meet. The final results should include both the preliminary and final times of all swimmers competing in each event. If the host club holds time trials, they should also include those results in the final results.

They should note any record-breaking times for each event. They should display split times in the final results, where available. The printed results must record all disqualifications signed by the Referee at the end of each event with "DQ" noted instead of a time.

Publishing the final results soon after the meet finishes is essential. BSF Rules require that the BSF receive a copy of the final results within 7 days after the competition. The Meet Director should send copies of the final results to all teams participating in the meet, the press and any others who request them.

BSF Rules also require that the BSF Meet Rep submit a Surcharges Report after the meet. The computer software can generate this type of report.

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